uklug2011 raven newman_21_may

Survivor:Who has the best practices for happy Notes users and the features they need to know about:the Doctor or the Guru? You decide!

Mary Beth Raven (IBM)Mat Newman (ISW)

Introductions

The DR

Mary Beth Raven,

Senior Technical Staff Member IBM Collaboration SolutionsUser Experience

Rockin' the Lotus Brand, soon to be rocking all of IBM Software!

The Guru

Mat Newman

Director, EducationISW

(he's the one in the Yellow Suit)

Agenda

Know your Notes

Super Short-Cuts

Bitchin' Bookmarks

Sizzlin' Search

Wonderful Widgets

Amazing Actions

Powerful Plug-Ins

Get Social

No widget, no plug-in, no problem

Tie it all together – get productive with Lotus Notes

The Guru: Know your Notes

Know Your Notes: Notes IS Easy

Users need to:

Recognise how easy it is to work with Notes

Understand the power available in the Notes client

Administrators need to:

Enable their users with powerful policies

Know Your Notes

General UI and features

Sidebar

Open List/Bookmark Bar

Standard Database layout

Notes Client General Layout

Menu's

Open button

Window Tabs

Tool-bars

Home Screen

Side-Bar

Status Bar

Home Screen quick links

Search-Bar

ChangeHome Screen

Click for menu

The Notes Side-bar

The Side-bar contains Widget's and Plug-ins

Ctrl+4 (Open) Ctrl+3 (Dock) Ctrl+0 (Hide)

'Shelf' Title 'Shelf' Menu

Minimised icons

'Open Button' or 'Bookmark Bar'

OpenButton

Right-Click Open Button

Choose 'Dock'

Bookmarks Right-Click Bookmarks

Choose 'Large'

LargeBookmarks

Database (Application) Layout

Notes applications all have the same layout

TitleNavigator

Action BarView

Selection BarPreview Pane

TitleNavigator

Action BarView

Selection BarPreview Pane

8.* 'Standard' Database

'Classic' Database

The Dr: More interface tips

Preview and the “Show” command Thumbnails button

Know your Notes

Use Preview to work faster (less window management)

Preview on side or bottom For all PIM apps (Mail, Calendar, Contacts, To -dos, Notebook)

Research says: use Preview on side for faster reading!

Use the Show action bar button to manipulate the preview

And to manipulate other appropriate things

Contacts has choice of list and biz cardsMail has choice of “individual messages” and conversations

Know your Notes

Show Thumbnails Button and menu item to help you find your window

The Dr: Super Short-Cuts

Super Short-Cuts

Those things that make it quick and easy to interact with your Notes client

Shortcut tip sheet (for prior to Notes 8.5): tinyurl.com/UKLUGsupershortcuts

“Framework” shortcuts:

CTRL+M Create a message from anywhere in Notes

Close a window: Escape,

Find a window (Show Thumbnails): CTRL+Shift+T (works in Symphony too!)

Sad story of CTRL+Tab BUT CTRL+F8 gets you a list of open tabs

Shift+CTRL+L Gets you a list of ALL the shortcuts available on your current screen!

The Guru: Shortcuts for databases

Database Short-Cuts

Enter

Open a Document/Go to Next Document

Backspace

Previous document

F4

Next unread message(or tab if you have a document open)

Insert

Mark a document as Read/Unread

The Guru: Bitchin' Bookmarks

Bitchin' Bookmarks

Access anything easily

Launch Tabs automatically

Create new documents

Workspace

Bookmarks – Access Anything

Bookmarks can be:

Notes applications

Other programs

Web sites

Short cuts and Links

Bookmarks – How to add them

Right-Click any Window Tab and choose:'Create Bookmark'

Choose a Bookmark location and then 'Ok'

OR

Drag Window Tab to the Bookmark Bar

Right-Click Tab, 'Create' Location, then OK Drag Tab to 'Bookmarks'

Bookmarks – Add items to Notes Startup

Startup bookmarks load as Tab's when Notes starts

Any bookmark can be loaded at Startup

Add Bookmarks to:

'More Bookmarks' (folder)

'Startup' (folder)

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Bookmarks – Create Documents

'Create' bookmarks appear on the 'New' tool on the toolbar

Any blank Notes form can be added to the 'Create' list

Add Bookmarks to:

'More Bookmarks' (folder)

'Create' (folder)

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Bookmarks – Change the 'Home' screen

Any Notes Database or Web-site bookmark can be set as the 'Home' screen

Right-Click the Bookmark

Choose 'Set as Home Page'

(reset to default by choosing 'Bookmarks' as Home)

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The Dr: Easy to locate Bookmarks Locating bookmarked items easily (typeahead) Workspace new icons – plus Workspace is “in” the bookmark bar plus included in type-ahead

Locate Bookmarks easily: use “Type to find”

The items returned INCLUDE items in the folders

Search Workspace from the “Type to Find”

Workspace: Three applications on my “Customer Info” tab

Every Workspace tab is also a Folder (complete with corresponding color!); thus, using “Type to find” lets you find applications on your workspace

The Dr: Sizzling Search

Search Toolbar: Making it easy to “Search all”

Search Toolbar automatically changes scopes

How you can add applications and other things to the Search Toolbar

Search Toolbar Scope defaults to “All”

No more need to switch to all docs view to search all your mail!

If you switch to Calendar, the scope automatically switches

Switch to any VIEW and the scope automatically switches to the “all “(or $Search) view

Search a scope without having to go to that app

I'm in mail, with the “search all Mail default”

But without leaving mail, I can search all Calendar

Results open in a new tab

Easy to add search scopes to the toolbar

If you open an Notes app (not the java ones), you get a choice to “always show in search list”

The Guru: Work that data

You can search ANY Notes Database

Don't forget you can search Notes too!

Searching Notes databases is an essential skill

Quick Search

Find

Full-Text Search

Search: QuickSearch

Navigate quickly to any document in a view

Sort the view by the required column

Start typing the information to find

Sort by a column

Start Typing

Notes finds the match

Search: Find

Find matching text anywhere on the screen

Unlike Quicksearch, no need to sort by any column

Ctrl+F

Type the text to find:

Enter for first match, Enter again for next match

Ctrl+F to start Find

[Enter] or [Find Next]

to go to next match

Search: Full-Text

THE most POWERFUL feature in Lotus Notes

Locate content in ANY Notes document - EVEN INSIDE ATTACHMENTS!

Available from:

'Search Toolbar' or

View → Search This View

The Dr: Even more things to Find – Stuff probably coming in Notes 8.5.3

Search mail by sender or subject

Sort by subject strips off Re: and Fw:

“Slide-in” alerts for new mail

Search Mail by Sender or Subject

Sort by Subject Removes Re and FWNote: This feature requires the 8.5.3 mail template, an

8.5.3 Client, and an 8.5.3 Server (if your mail file is local, you only need the 8.5.3 Client).

New Slide-in Mail Alerts

Same preference

New behaviour

Find the right person w/ new type-ahead preference

If you have a large directory – people w/ the same names, then choose which additional attribute to display

See it in the email type-ahead

Finding up-to-date info in 8.5.3 Calendar When Proposing a New

time, keep a placeholder for the original time

Update Meeting invitees when people are added or removed

Preference for updating meetings automatically

Forward iCal Subscriptions

Duplicate Calendar entries are merged

Finding up-to-date info in 8.5.3 Calendar

Forward iCal Subscriptions

Duplicate Calendar entries are merged

The Dr: Wonderful Widgets

Wonderful Widgets

They're wonderful because they

Save time

Save keystrokes

Aggregate info

“Open up” the Notes client for easily displaying/using web pages

You don't have to be a programmer to include Widgets in Notes

Lotus learning widget

Add (almost any) Google gadget

Add any Notes application to the sidebar

Get and use the Lotus Learning WidgetJust drag to add it (more on how to deploy for dummies later)http://www-10.lotus.com/ldd/dominowiki.nsf/dx/learning-plug-in-for-ibm-lotus-notes

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Add any Google Gadget to your Sidebar

Go to the My Widgets Sidebar Panel, and use the “Panel menu” in the title bar to choose:Configure a Widget from...A Google Gadget

Goal: Get the currency converter Google Gadget (from the Google Gadget catalog), add it to the sidebar, and then mail it to a friend

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A wizard is launched. Choose to browse the Google Gadget directory.Click Finish


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Click the Add to Sidebar Button

See that the gadget appears in your sidebar


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Add a Notes View to the Sidebar

Simply click the “Add to Sidebar” toolbar button(or the corresponding menu item on the Tools – Widgets menu)

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Add a Notes View to the Sidebar

Wait, wait… voila! You have a new sidebar panel

It does not look that great– more about how to customize it next!

The widget catalog shows up as a sidebar panel, and is removed as a tab

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Add Mail to the Sidebar

You can put any Notes view (or document!) into the sidebar by clicking the “Add to Sidebar” toolbar button

HOWEVER, the Java views present a problem– they don’t work as sidebar panels. The workaround?

Open the “old traditional” view

Press CTRL + ALT when you open any of the java views (Mail, Calendar Contacts, To dos, Notebook)

Put focus on Mail in the Open list.Press CTRL + ALT, and then click

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Add Mail to the Sidebar

Once the old version of the mail template is open, just click the “Configure a Widget from Current Context...” button

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Add Mail to the sidebar (hide the navigator)

Leave the “Show Navigator” option unchecked to hide the navigator

Click Next to continue.

Select the “Open this view” option

The *new* Notes configuration dialog appears! You can choose what type of Notes widget to create. For now, let's add the Inbox view.

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Select “Display as a sidebar panel” and click Finish to create the widget.


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Your mail sidebar panel appears, and the mail tab along the top is closed.


The Guru: Amazing Actions

Actions

Make your widgets come to life

Add Actions to your Widgets during creation

Add Actions to Widgets already in your Side-bar

Wire an Action from scratch

Open the target of your Action, can be:

A web-page, or

A Notes Database

Use the 'Configure a Widget from the Current Context' tool

Follow the prompts

Use the Action from any Notes document

Wiring: Open the Target

For a web-site action, enter the web site URL in the Address tool-bar.

TIP:PressCtrl+L

If the Address tool-bar is not already available

Wiring: Start the Wizard

Use the 'Configure a Widget from the current context' tool to start the Wizard

Wiring: Choose the type

To Wire an Action to fill in a Form, choose “From a Form”

Choose Next

Wiring: Choose the form to wire

Highlight the form to wire from the list of identified web-forms

Choose Next

The highlighted form will turn lime-green

Wiring: Choose 'Wire as an action'

Give the Widget a Name

Choose Next

Choose 'Wire as an Action'

Wiring: Choose the Recognizer to use

Choose the content to use (Other Content) is an easy option

Choose Next

Choose 'Text Selection'

Wiring: Widget and Action created!

Done!

Choose Finish

Wiring: Test it out!

Choose the Action name from the Right-Click menu!

Highlight some text (we chose 'selected text' as the recognizer)

Then Right-Click

Wiring: The Result

Two essential Actions!

Open an email and create an Email action for the 'Memo' form

Open a Meeting and create a Meeting action for the “Calendar' form.

The Dr: Sharing Widgets!

Add widgets to a catalogEmail widgets to another user

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While Notes is more than Mail, you CAN mail a widget to a friend:)

Locate the Currency converter thumbnail and right-click to post the context menu

Choose the menu item Email to...

And/or publish to a catalog!

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Receive the message and use menus to install

The recipient can install it the same way it's installed from the catalog, or drag the .xml to the My Widgets panel

Or just drag the attachment to the My Widgets sidebar

The Dr: Powerful Plug-insExtend your Notes Client with additional Side-

Bar applications (Plug-Ins)

File navigator (from open NTF)

Attachment viewer

Powerful Plug-ins

Extend your Notes Client with additional Side-Bar applications (Plug-Ins)

File navigator (from open NTF)

Attachment viewer

Plug-Ins: Installation options

File-Application-Install (Yucky!)

Full instructions on how to enable and use are here:http://www-10.lotus.com/ldd/lcwiki.nsf/dx/Installing_the_Lotus_Connections_Status_Update_plugin_for_Lotus_Notes_lc3

Use the Widgets side-bar to browse a plug-in

Web site, or

catalog

Drag a plug-in installer to the Widgets side-bar

Easiest! Deploy a Widget Catalog and push down CATEGORIES of widgets automatically!

The Guru: Get the history plug-in

History

Where have you been in Lotus Notes?

Use short-cuts

Alt + ← (go Back)

Alt + → (go Forward)

OR

Get the History Plug-Inhttp://www.openntf.org/Projects/pmt.nsf/ProjectLookup/3D%20History%20Thumbnail%20Viewer

http://www.openntf.org/Projects/pmt.nsf/ProjectLookup/3D History Thumbnail Viewer




The Dr: Get SocialSidebar Panels for IBM Connections

Activites

Files

Status Updater

TwitNotes

The complete Twitter client for Lotus Notes

Add the Connections plug-ins

Activities sidebar available as part of the Notes client installation

Plus – you can take Activities data offline!

Others are available from the Lotus Greenhouse catalog

Connections Files (Windows)http://www-10.lotus.com/ldd/lcwiki.nsf/dx/Installing_the_IBM_Lotus_Connections_Files_plug-in_for_Lotus_Notes_lc3

Status Updater: (Windows, MacOS, Linux)http://www-10.lotus.com/ldd/lcwiki.nsf/dx/IBM_Lotus_Connections_Status_Updates_plugin_for_Lotus_Notes_lc3

http://www-10.lotus.com/ldd/lcwiki.nsf/dx/Installing_the_IBM_Lotus_Connections_Files_plug-in_for_Lotus_Notes_lc3Status








Get Social: Share Files and Use Activities

Connections Files sharing in Sidebar

Connections Activities – Drag mail to add to activity; also take offline!

Get Social: Microblogging in the Sidebar

Connections status updates

TwitNotes: twitter client for the Sidebar

The Guru: Don't forget WildFire!

How to install Wildfire

Go to:

http://wildfire.openntf.org

Drag the 'THIS LINK' to your 'My Widgets' side-bar

Add your accounts

http://wildfire.openntf.org/

The Dr: No Widget, No Plug-in, No Problem

No Widget or Plug-in, No problem

Many web sites optimised for Mobile use are perfect side-bar applications!

m.linkedin.com

m.facebook.com

m.twitter.com

m.dropbox.com

m.flickr.com

britishairways.com/mobile

qantas.com/mobile

(see a pattern)

Just stick mobile Twitter web page in sidebar

The Guru: You can wire mobile sites too!

m.linkedin.com

People search

mobile.wikipedia.org

reference seach

The Guru: WOW – That's Notes!

Nah, it's not about whose tips are better, it's about getting productive with Notes!

Survivor:Who has the best practices for happy Notes users and the features they need to know about: the Doctor or the Guru?

Time to decide??

Get productive with Lotus Notes!

Tie it all together, what is possible within Lotus Notes:

Know your Notes

Super Short-Cuts

Bitchin' Bookmarks

Sizzlin' Search

Wonderful Widgets

Amazing Actions

Powerful Plug-Ins

Get Social

Questions?

Thanks for coming

'The Doctor' – Mary Beth Raven (IBM)

notesdesignblog.com

@lotusdesign

'the Guru' – Mat Newman (ISW)

matnewman.com

@matnewman

uklug2011 raven newman_21_may

Technology